How to Be Postal Processing Manager - Job Description, Skills, and Interview Questions

Nov 3, 2022 / 5 Minutes Read / By Albert

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The Postal Processing Manager is responsible for overseeing all operations related to the processing and delivery of mail. This individual has a direct impact on the efficiency and accuracy of the postal system, as their decisions can cause significant delays in mail delivery. Poor management can lead to increased costs, customer dissatisfaction, and lower levels of customer service.

Conversely, effective management leads to improved customer service, lower costs, and improved customer satisfaction. The Postal Processing Manager must be able to effectively manage staff, resources, and customer expectations to ensure that mail is delivered on time and to the right address.

Steps How to Become

Earn a Bachelor's Degree. A bachelor's degree in business, logistics, or a related field is typically the minimum educational requirement to become a postal processing manager. Examples of relevant degree programs include business administration, logistics and supply chain management, and public administration.
Obtain Relevant Work Experience. Having relevant work experience in the field of postal processing and operations can be beneficial for individuals interested in becoming a postal processing manager. Working as a postal clerk, mail carrier, or in a similar position can help individuals learn the ins and outs of the postal service and prepare them for a management position.
Consider Certification. While not required, obtaining certifications can help individuals stand out in the job market. The National Postal Academy offers several certification programs for postal professionals, including the Certified Postal Supervisor (CPS) and the Certified Postal Manager (CPM).
Get Hired. Once an applicant meets the necessary qualifications, they must apply for an open position with the USPS or another postal service organization. A background check may also be required before being hired.
Become Familiar with Regulations and Procedures. Once hired, new postal processing managers must become familiar with the regulations and procedures of the postal service organization they are working for. This includes understanding USPS policies and procedures, as well as any local or state regulations that may apply.
Perform Supervisory Duties. As a postal processing manager, it is important to be able to effectively manage and supervise others. This includes assigning tasks, monitoring progress, providing feedback, and resolving any issues that may arise.

The rise of automated postal processing has had a significant impact on the skills and capabilities needed by postal processing managers. As machines have become increasingly sophisticated, postal processing managers must now possess a more sophisticated understanding of technology, including software and hardware. They must also be able to effectively manage the installation and maintenance of equipment, as well as troubleshooting the machines when necessary.

In addition, they must stay abreast of postal regulations and any changes in the industry. As a result of these heightened responsibilities, postal processing managers must now have a more comprehensive understanding of the entire system and a greater capacity for problem solving. Consequently, managers must be more highly skilled, and capable of managing a complex system to ensure efficient and reliable delivery of mail.

You may want to check Postal Technician, Postal Sorter, and Postal Manager for alternative.

Job Description

Develop and implement postal processing operations and procedures to ensure efficient and reliable services.
Monitor, analyze, and report postal volumes, costs, and performance metrics.
Manage staff to coordinate workflow and ensure that postal operations meet all regulatory requirements.
Develop and provide training on postal operations, safety regulations, and other related processes.
Supervise staff to ensure accuracy, quality control, and customer service standards are met.
Maintain and update mailing equipment to optimize efficiency and accuracy of postal operations.
Establish and maintain relationships with postal carriers and other service providers.
Negotiate contracts with vendors and carriers to ensure cost-effective operations.
Manage budget and expenses to ensure that postal operations remain profitable.
Research new technology, services, and trends in the postal industry to support process improvement initiatives.

Skills and Competencies to Have

Knowledge of postal operations, regulations, procedures, and requirements.
Excellent organizational, communication, and multitasking skills.
Ability to manage staff and resources effectively.
Ability to prioritize tasks, ensure accuracy and timeliness of operations.
Advanced problem-solving, decision-making, and analytical skills.
Proficiency in Microsoft Office Suite and other related software.
Ability to develop and implement process improvements.
Knowledge of budgeting, forecasting, and cost-containment strategies.
Knowledge of safety regulations and quality assurance practices.
Familiarity with postal equipment and mail processing systems.

Having strong communication and organizational skills is essential for any Postal Processing Manager. Good communication skills are necessary to effectively communicate with co-workers, supervisors, and customers. This includes the ability to listen, comprehend, and properly respond to others in a professional manner.

having strong organizational skills is a must for effective management of mailing processes and deadlines. The ability to multi-task, prioritize tasks, and delegate duties to team members can be invaluable in keeping the postal processing system running smoothly. Furthermore, the ability to think critically and solve problems quickly can prevent costly delays in the system.

By having strong communication and organizational skills, Postal Processing Managers can ensure that mail is delivered on time and in good condition, leading to customer satisfaction and an efficient postal system.

Postal Service Examination Clerk, Postal Supervisor, and Postal Delivery Driver are related jobs you may like.

Frequent Interview Questions

What experience do you have working in a post office or mail processing facility?
How do you stay current on postal regulations and procedures?
Describe your experience with developing and implementing best practices for the processing of mail.
What strategies do you employ to ensure that all postal processing deadlines are met?
What steps do you take to ensure accurate record-keeping and effective tracking of mail?
How do you handle customer complaints and inquiries related to mail processing?
How would you evaluate the performance of your team members?
Describe a time when you successfully managed a large volume of mail processing.
How do you handle challenging situations or conflicts that arise within your team?
What methods do you use to ensure mail security, accuracy, and efficiency?

Common Tools in Industry

Mailroom Management Software. This software is used to track and manage incoming and outgoing mail. It can monitor the arrival of packages and documents, provide detailed tracking updates, and automate processes such as sorting, delivery, and scanning. (Example: Pitney Bowes Connect)
Mail Sorting Machines. These machines are used to sort mail into predetermined categories or mail classes. They can be used for sorting standard letters, packages, flats, and international mail. (Example: Bell and Howell Tritek)
Mail Tracking Software. This software is used to track mail from its point of origin to its delivery destination. It provides detailed information on mail movement, delivery status, and any discrepancies that may arise during transit. (Example: USPS Informed Delivery)
Barcode Scanning Systems. These systems are used to scan barcodes on incoming and outgoing mail. They can be used to capture detailed data about the type of mail, sender, recipient, and delivery address. (Example: Zebra Barcode Scanner)
Shipping Software. This software is used to facilitate the shipping process. It can automatically generate shipping labels, track shipments, and provide real-time updates on delivery status. (Example: ShipStation)

Professional Organizations to Know

National Postal Mail Handlers Union (NPMHU)
United States Postal Service (USPS)
Mailers Technical Advisory Committee (MTAC)
Association for Postal Commerce (PostCom)
National Association of Postal Supervisors (NAPS)
Council of Postal Managers and Supervisors (COPMAS)
International Mailers Advisory Group (IMAG)
National Postal Forum (NPF)
American Postal Workers Union (APWU)
National Association of Letter Carriers (NALC)

We also have Postal Security Officer, Postal Operations Manager, and Postal Counter Clerk jobs reports.

Common Important Terms

Mail Sorting. The process of organizing mail pieces into different categories based on their address, size, or other characteristics.
Postal Code. A code assigned to a geographic area that is used to help identify where mail should be delivered.
Address Verification. The process of ensuring that an address is accurate and up to date before mail is delivered.
Barcoding. The process of using barcodes to identify and track mail pieces.
Mail Tracking. The process of monitoring the movement of mail pieces throughout the postal system.
Automation. The use of machines to automate postal processes, such as sorting and addressing.
Delivery Confirmation. The process of notifying a customer when their mail has been delivered.
Mail Metrics. Data and statistics related to mail processing, such as delivery time and accuracy.

Frequently Asked Questions

What is a Postal Processing Manager?

A Postal Processing Manager is responsible for overseeing processing operations at a postal facility, including mail sorting, transportation, and customer service.

What qualifications are required to become a Postal Processing Manager?

Postal Processing Managers must have a high school diploma or GED, along with at least three years of work experience in a similar role. They must also possess excellent organizational and communication skills.

What is the average salary of a Postal Processing Manager?

According to PayScale, the average salary of a Postal Processing Manager is $53,662 per year.

How many hours per week does a Postal Processing Manager typically work?

The typical work week for a Postal Processing Manager is 40 hours, although overtime may be required depending on the needs of the facility.

What tasks does a Postal Processing Manager typically perform?

A Postal Processing Manager typically oversees mail sorting and transportation operations, manages customer service inquiries, and maintains records of deliveries. They may also be responsible for monitoring staff performance, budgeting, and scheduling.